The Machines Used in a Clerical Position


Many clerical workers are required to use office machines to assist in the efficiency and functionality of a business environment. Most companies have more than one type of machine in their offices and clerical workers will find better opportunities and have better chances of finding employment if they are skilled in using more than one type of office instrument.


  • Most clerical position require knowledge in using computers. A computer is one of the most efficient ways to create documents, keep in touch with clients, and store information. Computers require software for clerical-type tasks that an individual in a clerical position must understand and be able to utilize effectively. The kind of programs installed on a company computer depend greatly on the type of organization. For example, a clerical worker in a hospital may have to know computer-based billing programs, while a clerical worker in an another office setting may need to know programs such as Microsoft Word, Excel and PowerPoint. Other skills to efficiently use a computer include typing, and possibly some troubleshooting if the computer does not work properly.

Fax Machine

  • A fax machine has the capability to scan a document, print a document, and send a document to a designated location that also has the use of a fax machine. Fax machines work through phone transmission, although certain software allows a clerical worker to fax directly form his computer.


  • A copier "copies" the words and/or images on a document. Another term used in the clerical field for copying is Xeroxing. One of the primary duties for many clerical jobs is to make copies of files and replenish forms that clients and customers need to request services. Copiers come in various sizes depending on the company's requirements, however, they are similar in function. Some copiers are multi-functional, which means they can fax, copy, and also scan.

Multi-Lined Telephones

  • Clerical workers may use a multi-lined telephone in an office where multiple phone lines must be answered at a time. Multi-lined telephones come with many buttons designated for different personnel within the office and various departments. A clerical worker who is required to operate a multi-lined phone must know the phone's many features, such as how to place a customer on hold and/or transfer a call.

Other Office Machines

  • Other machines a clerical worker may use are scanners, for uploading images and text into documents; postage machines, that are needed for mass mailings; laminating machines, which are machines that melt two pieces of plastic onto a document to keep it safe from wear and tear; and shredders, which offer safe ways to dispose of papers that are confidential in nature.

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  • Photo Credit copy machine image by Mat Hayward from
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